Office of Student Activities » Student Organization Handbook 2003-2004 » Critical Polic...

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2004-2005
Student
Critical Policies Organization
Handbook
for Student Navigation
Introduction
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student Critical
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extensive
Reserving Space » listings of Event
Activities Planning Calendar University Planning
policies are Checklist
Fundraising » available for Event
Related Departments » your Planning
reference in Contacts
the Stanford Funding
University SourcesSearch
Bulletin and
the ASSU
Administrative ASSU Forms
Guide.
Activities
Planning
The

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Fundamental Standard
The Fundamental Standard has
set the standard of conduct for
students at Stanford since 1896.
It states in part: “Students at
Stanford are expected to show
both within and without the
University such respect for
order, morality, personal honor
and the rights of others as is
demanded of good citizens.
Failure to do this will be
sufficient cause for removal from
the University. Over the years,
the Fundamental Standard has
been applied to a great variety of
situations involving students
involved in student groups.
Examples of situations that
could be reported to Judicial
Affairs for investigation as
possible violations are:

Forging signatures on
Purchase Orders, Check
Requests, Journal
Transfers, Payroll
Requests and other
University forms.

Deliberately listing a non-
student as an Authorized
Representative or
Financial Officer.

Issuing invalid Purchase
Orders to vendors.

Signing the name of
another Stanford student
on behalf of the
organization without
specific prior consent.
OSA and ASSU have the
responsibility to take
administrative action against
groups that violate University
and ASSU regulations. Such
actions may include loss of
recognition, resulting in loss of
access to University services,
and/or referral to the Dean of
Students Office, the
Organizational Conduct Board,
or Judicial Affairs for possible
disciplinary action.

Campus Disruption

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Campus Disruption
The rights of free speech and
peaceable assembly are
fundamental to the democratic
process, and the University
firmly supports the rights of
members of the community to
express views or protest
against action and opinions
with which they disagree. All
community members also
share a concurrent obligation to
maintain on campus an
atmosphere conducive to
scholarly pursuits, to preserve
the dignity and seriousness of
University ceremonies and
public exercises and to respect
the rights of all individuals. It is
a violation of University policy
for a member of the faculty,
staff or student body to (1)
prevent or disrupt the effective
carrying out of a University
function or approved activity,
such as lectures, meetings,
interviews, ceremonies, the
conduct of University business
in a University office and public
events; (2) obstruct the
legitimate movement of any
person about the campus or in
any University building or
facility. Members of the faculty,
staff and student body have an
obligation to leave a University
building or facility when asked
to do so in the furtherance of
the above regulations by a
member of the University
community acting in an official
role and identifying
himself/herself as such;
members of the faculty, staff
and student body also have an
obligation to identify
themselves when requested to
do so by such a member of the
University community who has
reasonable grounds to believe
that the person(s) has violated
section (1) or (2) of this policy
and who has so informed the
person(s). For more information
on this policy, visit the website
online at
http://www.stanford.edu/dept/registrar/bulletin/pdf/NonacadReg.pdf
(see page 7 of this online
bulletin) *Please note that the
Quad and Oval are not
available for such activities.

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Hazing
Hazing is prohibited by state
law and University policy.
California Education Code
sections 32050 and 32051
state: “...'hazing' includes any
method of initiation or
preinitiation into a student
organization or any pastime or
amusement engaged in with
respect to such an organization
which causes, or is likely to
cause, bodily danger, physical
harm, or personal degradation
or disgrace resulting in physical
or mental harm, to any student
or other person attending
any...college, university, or
other educational insititution in
this state; but the term hazing
does not include customary
athletic events or other similar
contents or competitions.” “No
student, or other person in
attendance at
any...private...educational
institution, shall conspire to
engage in hazing, participate in
hazing, or commit any act that
causes or is likely to cause
bodily danger, physical harm,
or personal degradation or
disgrace resulting in physical or
mental harm to any fellow
student or person attending the
institution. The violation of this
section is a misdemeanor,
punishable by a fine of not less
than one hundred dollars
($100), nor more than five
thousand dollars ($5,000), or
imprisonment in the county jail
for not more than one year, or
both.” Consequences to an
organization found to have
violated hazing law or
University policy by the
Organizational Conduct Board
may include loss of its status as
a recognized student
organization and loss of its
housing prvileges. In addition,
individuals alleged to have
engaged or participated in
hazing or committed any hazing
act may be referred to the
Judicial Affairs Office for
possible disciplinary action.
Questions should be directed to
OSA or Residential Education

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OSA or Residential Education

staff.

Partisan Political
Activities
Federal and state laws that
govern the University as an
educational trust and tax-
exempt institution, and concern
for the proper role the
University plays in society, limit
the partisan political activities
that can take place in Stanford
facilities or with Stanford
support. These limitations in no
way inhibit the expression of
personal political views by any
individual in the University
community. Permitted political
activities include:

Use of White Plaza as the
designated “free speech”
location on campus for
student group information
tables or speeches. See
http://osa.stanford.edu/reservingspace/whiteplaza.shtml

Intermittent use of
facilities for meetings or
public events, including
speeches by political
candidates.

Anything done as
individuals (e.g., working
for campaigns,
endorsements, etc.).
Prohibited political activities
include:

Using University facilities
or receiving University
support, except as listed
above.

On-campus soliciting of
funds for candidates.

Use of Stanford name
and seal; on-campus
addresses; and
nonresidential
telephones, services,
equipment or personnel.

Using a student
organization name to
endorse a candidate.

Payment of fees to
candidates.
Because the laws relating to
political activities are complex,
all groups bringing political
candidates to campus must
contact the OSA well in

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advance of the event (see also

Administrative Guide Memo
15.1
http://adminguide.stanford.edu/15_1.pdf).

Commercial/Corporate
Support (Unrelated
Business Activity)
Stanford's resources support
the University's missions of
creation, preservation and
dissemination of knowledge.
The University's assets must be
preserved for these purposes,
and not for the personal gain of
individuals' or outside parties'
uses that do not further
Stanford's academic objectives.
The University receives
frequent requests for access to
its resources by outside
entities, typically in exchange
for some form of compensation
to Stanford. Many of these, if
granted, would constitute
unacceptable business
activities. Student groups must
consult the OSA before
engaging in any agreements or
plans for sales, fundraisers or
commercial/corporate
sponsorships to ensure that
they are in accordance with
Unrelated Business Activity
(found online at
http://adminguide.stanford.edu/15_3.pdf,
Administrative Guide Memo
15.3).

Stanford Name
Registered student
organizations in good standing
are permitted to use the
Stanford name to identify
themselves as affiliated with
Stanford. However, the name
“Stanford” and symbols
associated with Stanford
University, including the
University seal and the Block
“S,” are trademarks protected
by federal and state laws from
unauthorized use and must be
used properly. In order to
ensure that the University's
name and other trademarks are
adequately protected, the
following procedures should be
used:

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When using Stanford's

name or trademarks on
merchandise, University
departments, student
organizations or
individuals must acquire
such items from a
licensed supplier unless
such items are used as
give-away items for
promotional use. If the
items will be offered for
sale for any purpose,
including fund-raising, a
royalty will be assessed
on the licensed supplier
of merchandise. Royalties
from the sale of licensed
products help fund
student financial aid.

When using Stanford's
name or trademarks on
merchandise offered for
sale, all designs using the
name “Stanford,”
“Cardinal,” “The Farm” or
any of the other
University trademarks,
such as the Block “S” and
the seal, must be
approved by the Manager
of Emblematic Licensing
in OTL.

When using Stanford's
name or trademarks for
other purposes, follow
Administrative Guide
Memo 15.5 found online
at
http://adminguide.stanford.edu/15_5.pdf.
Please call the Office of
General Counsel at 723-
9611 with any questions.
Camera-ready artwork of
trademarks will be provided
with the License Agreement or
OTL approval of designs. Visit
the website at
http://www.stanford.edu/group/identity/index.html.
For a list of licensed vendors
specifically for stationary and
business cards, please visit
http://www.stanford.edu/group/identity/stat_block.html.
For questions about other
products and vendors, please
contact the Manager of
Emblematic Licensing in the
Office of Technology Licensing
(OTL) at 723-0651.

Copyright

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Copyright
A copyright is the set of
exclusive legal rights that
authors have to protect how
their work is used. These rights
include copying, distributing or
performing any part of
another's work or intellectual
property. An author's rights
begin when a work is created
and considered copyrighted
even without a copyright mark.
All student organizations must
adhere to copyright law.
Activities which bring copyright
law into play would include
showing a movie, producing a
play, playing audio recordings
or reprinting pieces from
published works, including
photographs. Generally, you
must secure permission from
the author or publisher before
presenting copyrighted
material, however, there are
several educational exceptions.
Please contact the OSA for
assistance in determining
whether permission is
necessary and how to seek it.

Alcohol
First, it is important for student
leaders to know and follow the
University's policy on alcohol
and controlled substances.
Specifically, it is the policy of
Stanford University to maintain
a drug-free workplace and
campus. The unlawful
manufacture, distribution,
dispensation, possession
and/or use of controlled
substances or the unlawful
possession, use or distribution
of alcohol is prohibited on the
Stanford campus, in the
workplace or as a part of any of
the University's activities. The
workplace and campus are
presumed to include all
Stanford premises where the
activities of the University are
conducted. Violation of this
policy may result in disciplinary
sanctions up to and including
termination of employment or
expulsion of students.
Violations may also be referred
to the appropriate authorities
for prosecution. Second,

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for prosecution. Second,

student group leaders should
be aware of any alcohol policy
that relates to their group
activities. These include the
following:

Party Planning: Any party
planned, funded and/or
sponsored by a student
group must follow the
University's Party
Planning Guidelines. All
party planners must
attend a Party Planning
workshop and register
their parties with the OSA
in advance. There are
extra guidelines for any
party advertised off-
campus that requires
notification to the
University a month in
advance. For details see:
http://osa.stanford.edu/publications/ppg/2004
-2005/.

New Student Orientation:
Student groups and
residences can host only
alcohol-free parties during
Orientation (September
20-26) and at no time
should any Stanford
student provide, serve or
in any way have alcohol
available to any new
undergraduate student.
For additional
requirements see:
http://osa.stanford.edu/studentgroups/nso_sg_guidelines.shtml.

Fraternity and Sorority
Recruitment: Alcohol may
not be involved, either
formally or informally,
during recruitment
activities or efforts during
the recruitment/rush
period and bid day. See:
http://osa.stanford.edu/greek/recruit/recexp.htm.

For a complete summary
of all University alcohol
policies and procedures
see Stanford's Alcohol
Handbook by typing
“alcohol handbook” on
Stanford's search engine.

Major Campus Events

All requests for large venue
events (e.g. large scale
conferences, fairs and events in
Frost) must be submitted to the

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Frost) must be submitted to the

Registrar's Office (non-
academic events) for general
campus venues or the Director
of Athletics (for athletic events)
in DAPER venues at least 12
weeks in advance of the event.
These events must be
approved by the both the OSA
and Stanford Events before any
contracts are signed or
advertising conducted. They
must complement the group's
mission and be primarilty
targeted to Stanford students.
Off-campus co-sponsors may
be involved but only in limited
ways - student groups must
drive all decision making.
Events that significantly impact
the University may require prior
approval by the Events
Advisory Group (EAG), a
subcimmittee of the Committee
on Public Events (http://
events.stanford.edu) Student
groups are expected to consult
with the OSA early in their
planning. Note that the Oval
and Quad can not be reserved
as most events through the
Course and Room Scheduling
Office since they can only be
reserved under certain
circumstances. For additional
information see:

Large Venue Events
(http://stanfordevents.stanford.edu/
event_policies/regulations/policies_doc/large_venue.html)

Use of University
Facilities
(http://stanfordevents.stanford.edu /
event_policies/regulations/policies_doc/facilities_use.html)

Campus
Runs/Races/Walks
(http://stanfordevents.stanford.
edu/event_policies/toolkit/applications.html)

High Risk Events

For liability reasons, Stanford
University does not permit high
risk activities (hang gliding,
outdoor survival courses,
advanced mountain climbing,
hot air ballooning or rock
climbing) to be held on Stanford
land or to be sponsored by
University departments and
groups. Individuals wishing to
organize such activities on their
own may do so, but are not

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own may do so, but are not

permitted to use the Stanford
name with publicity or when
dealing with vendors,
participants or others. Groups
must consult with appropriate
departments when large,
unusual or potentially risky
events are planned. In
organizing such events, the
planner may be assuming
responsibility for the safety of
participants and might be held
personally liable in case of
accidents.

Public and Invitation

Only Events
All campus meetings are
considered public events
unless declared an invitation
event at the time the facility is
reserved and on all
announcements of the meeting.
A “public event” is defined as
one where all who wish to
attend may do so, including the
press and members of the
general public. An “invitation
event” is defined as one where
attendance is limited to the
sponsoring organization and
specifically invited guests.

Local Autonomy
Some organizations are
affiliated with regional or
national organizations and
occasionally off-campus co-
sponsors. However, as
Stanford student organizations,
all decision-making control
must reside locally. The
University expects that
registered Stanford students
will lead all
decision-making and be locally
autonomous.

Announcements • Welcome •
Student Groups • Greek Life •
Parties • Policy •
Transportation • Event Planning
Tips • Reserving Space • Event
Planning Calendar •
Fundraising • Related
Departments

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